Executive Assistant to CFO/COO

Dallas, TX 75202

Employment Type: Direct Hire Job Function: Administrative/Clerical Job ID:: 134650 Pay Range: $75,000-90,000 / year

Job Description

JOB SUMMARY
The main objective of the Executive Assistant is to provide diversified and tailored front-line executive support the CFO/COO. Support for the other executives may be required as well.  


RESPONSIBILITIES

CALENDAR
  • Manage and coordinate CFO/COO’s calendar
  • Ensure all appointments are consistently, efficiently, and up to date with no scheduling conflicts and all critical deadlines are flagged
  • Prevent unnecessary interruptions and unscheduled meetings
  • Filter phone calls and meeting requests

MEETINGS
  • Act as a gatekeeper to prevent unscheduled meetings and interruptions to the CFO/COO’s daily schedule 
  • Prioritize conflicting needs and appointments
  • Coordinate with CFO/COO in preparation, planning, and coordination including preparation of agendas, meeting/presentation materials, and meeting minutes
  • Ensure all documentation is finalized, prepared and printed in advance of the meeting as needed
  • Ensure meetings start and end on time or according to the CFO/COO’s direction
  • Take detailed meeting minutes if desired and communicate all necessary follow up information to cross-functional partners

ACCOUNTING AND FINANCE
  • Submit, track and prepare expense reports 
  • Prepare budgets and cost tracking as required
  • Review schedules as requested which have been prepared by the accounting team, with the goal to improve the schedules or streamline processes

LEGAL 
  • Provide on-going administrative support and act as a liaison between the CFO/COO with various legal professionals 
  • Assist with preparation of legal documents and dissemination of legal documents for signature as needed.  
  • Compare legal agreements or contracts and highlight changes

TRAVEL
  • Research and present options including associated costs for all travel including transportation, accommodation, car rentals, transfers, etc.
  • Provide out-of-office support while traveling to make travel changes, cancellations, coordinate meetings and additional arrangements
  • Assemble all travel documentation and schedules in and organized manner 
  • Monitor travel arrangements and needs and make flight adjustments as needed
  • Manage travel calendar in appropriate time zones

PROJECTS & SPECIAL EVENTS
  • Provide on-going administrative support; act as a liaison between the CFO/CEO and all Executive members 
  • Participate in company special events and social media in a professional manner 

INTERNAL AND EXTERNAL PUBLIC RELATIONS
  • Provide professional, courteous, responsive first point of contact on behalf of CFO/COO when needed
  • Managing expectations, scheduling of priorities, use of judgment to determine when issues should be escalated, advise of morale and employee issues as they arise

IDEAL CANDIDATE
  • Bachelor’s degree or equivalent education from an accredited institution is preferred
  • Minimum 5+ years’ experience as an Executive Assistant, supporting a c-suite executive 
  • Strong organizational, project management and proactive problem-solving skills with impeccable multi-tasking abilities
  • Exceptional interpersonal skills with a high level of professionalism, focused demeanor and emotional maturity
  • Able to effectively prioritize conflicting needs, resolve issues expediently and uphold a strict level of confidentiality 
  • Detail oriented with an eye for balancing efficiency with effectiveness
  • Strong ability to be adaptable and work independently 
  • Exercises good judgement in a variety of situations and often ambiguous environments
  • Advanced Microsoft Office skills with the ability to create and format spreadsheets, presentations and documents



CSDAL65

Meet The Recruiter

Regan Jackson
Sr. Direct-Hire Recruiter

Regan graduated from Texas Tech University in 2003 with her Bachelor’s in Marketing. She then went to graduate school at St. Thomas University, where she received her MBA. She started working for Burnett in June 2005 in Houston.

Regan was a Senior Account Executive for five years. In this role, she was the liaison between the client and each specialty division to ensure the highest quality customer service and proven results. In 2010, Regan moved into a direct-hire recruiter role. She has been successful in filling all different types of positions for clients across several industries. In 2013, her husband’s job transferred them to Dallas, and she is now a Sr. Direct-Hire Recruiter for Choice Specialists in Dallas, Texas. She enjoys what she does and is passionate about helping candidates and companies grow!

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